Saint Mary’s University

Duties as the Secretary II include, but are not limited to:

• Organizing meetings, lectures, seminars, and receptions along with logistical support for visiting scholars/speakers (e.g. travel, accommodation, hospitality).
• Providing support for conference organization as hosted by the M.Sc. CDA including registration, collection of fees, facilities, arranging hospitality, preparing and dissemination publicity materials.
• Assisting the M.Sc. CDA Program Director with creation of the annual timetable of course offerings.
• Providing assistance in responding to student inquiries including in-person, telephone and email.
• Providing assistance to faculty and students on non-academic inquiries, as required.
• Attending meetings and taking minutes for the M.Sc. CDA Program.
• Picking up and distributing mail for the unit.
• Maintaining computerized files for the M.Sc. CDA program including databases.
• Under the direction of the M.Sc. CDA Program Director, preparing annual budget forms and monitoring departmental budget expenditures for the Program through Vena.
• Preparing budget transfers under the direction of the M.Sc. CDA Program Director.
• Providing clerical assistance to the M.Sc. CDA Program Director, as required.
• Providing administrative support for processing applications for the M.Sc. CDA program, such as responding to inquiries from prospective students, digitizing applications, preparing necessary forms, administration of admission tests, and coordinating logistics with the agencies/partners for application processes.
• Preparing expense reimbursements for visiting speakers/scholars and maintaining expense reimbursement reporting system.
• Preparing cheque requisitions, coding invoices and forwarding for payment.
• Preparing payroll forms and contract recommendations.
• Maintaining inventory of office supplies and providing routine maintenance of office equipment.
• Preparing memos and letters from drafts for signature.
• Using word processing and other software, both on PC and Mac, to create a variety of documents from drafts.
• Proofreading documents to ensure correct spelling and grammar.
• Providing administrative support for specified projects for the M.Sc. CDA Program including drafting, compiling, printing and distributing, handbooks for faculty and students, newsletters, reports and presentations.
• Preparing memos, letters of invitation, and minutes of meetings for the M.Sc. CDA Program Director.
• Creating various publicity materials, posters, and advertisements for special events.
• Maintaining and updating websites, as required.
• Creating and maintaining bulletin board displays for the M.Sc. CDA Program.
• Holding and distributing material for pick-up by students.
• Liaising with university community and external contacts.
• Providing visa and relocation support for the students including communicating with the students and recruiting agents around the world to ensure that the students receive adequate support during the visa application. Liaising with various departments within the university to provide complete information package to the students.
• Facilitating industry interaction with the faculty members in the M.Sc. CDA Program.
• Providing internship and post-graduate work permit support for the students by liaising with various internal and external personnel.

To be the successful Secretary II you will possess a one (1) year Community College business course and a minimum one (1) year related experience. You will demonstrate excellent communication and organizational skills, strong computer skills (PC and Mac), and competence in MS Office, HTML protocol, and desktop publishing.

Saint Mary's University is one of Canada's top primary undergraduate universities--known for its international collaborations, leadership in entrepreneurship, and research that benefits local and global communities. Our programs in Arts, Science, Graduate Studies and the Sobey School of Business are among Canada's best and feature professors who are committed to the success of their students. Saint Mary's provides our 7,000 students with a place that fosters possibility, excellent research opportunities, and distinguished graduate and professional programs combined with a caring community. Nestled in the heart of Halifax, Nova Scotia, on Canada's east coast, Saint Mary's University is marked by iconic buildings, green spaces and fresh ocean air. The Saint Mary's University community is committed to a prosperous future for the world-a world without limits.

Learn more about working at Saint Mary's University here and follow us on LinkedIn, Facebook, Twitter and Instagram!

Apply for this opportunity online by visiting www.smu.ca/employment and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

Competition Opens: March 21, 2019 Competition Closes: March 31, 2019

Saint Mary's University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary's University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada.

Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary's Univeristy promoties a Healthy Campus including a Scent-Free environment and a Smoke-Free Campus